Executive, Contract Administration

It's fun to work in a company where people truly BELIEVE in what they're doing!

The Executive, Contract Administration, plays a key supporting role in the administration of construction and consultancy contracts. This includes preparation of tender documents, monitoring contract compliance, verifying claims, and maintaining updated contract records. The role is focused on ensuring that all contract-related processes are executed efficiently and in line with organizational standards and regulatory requirements.

Key Outcomes

• Accurate and timely preparation of contract and tender documents.

• Smooth coordination of tender exercises and document tracking.

• Timely processing of interim claims, variation orders, and related documents.

• Organized and updated contract documentation and records.

• Support provided to project teams on contract-related queries.

Key Responsibilities

Contract Administration

• Assist in the preparation, compilation, and issuance of tender documents.

• Coordinate the tender process including invitations, clarifications, evaluations, and documentation tracking.

• Assist in preparing Letters of Award and contracts for contractors and consultants.

Post-Contract Support

• Process and verify contractor and consultant progress claims in a timely manner.

• Assist in the preparation and evaluation of variation orders.

• Track project cost movements and assist in final account documentation.

Documentation & Compliance

• Maintain organized and up-to-date contract documentation and filing systems.

• Ensure adherence to internal procedures and statutory guidelines (e.g., PAM, CIDB).

• Assist in preparing contract summaries and reports for internal review.

Coordination & Communication

• Coordinate with consultants, contractors, and internal departments for timely submissions and clarifications.

• Provide administrative support during audits or management reviews.

• Attend site meetings, as required, to support contract-related matters.

Core Competencies & Technical Expertise

1. Technical Competencies

• Document Management – Skilled in document preparation, formatting, and tracking.

• Tender Process Support – Familiar with contract lifecycle and tendering protocols.

• Claims & Cost Monitoring – Understands the basics of construction cost verification and tracking.

• Regulatory Awareness – Basic understanding of contract types and governing frameworks (PAM, CIDB).

2. Operational Skills

• Detail-Oriented – Ensures high accuracy in data entry and documentation.

• Time Management – Prioritizes tasks and meets deadlines consistently.

• Problem Solving – Flags and resolves common issues in documentation and coordination.

3. Professional Behaviour

• Responsible & Accountable – Takes ownership of assigned work.

• Collaborative – Works well with team members and stakeholders.

• Learning Mindset – Willing to learn and grow in contract administration.

4. Tools & Methodologies (Proficiency on the below is an added advantage)

• Software: Proficient in Microsoft Excel, Word, and basic use of Microsoft Project.

• Digital Tools: Familiar with document management systems and online tendering portals.

Qualifications & Experience

Educational Background

• Bachelor's degree in quantity surveying, Construction Management, or a related field.

Experience Requirements

• Minimum 2–4 years of experience in contract administration or quantity surveying, preferably in the property development or construction industry.

• Exposure to tender and contract processes in development projects is an added advantage.

The selection process may take some time as we carefully consider each talent that comes our way.  Please note that we will only be in contact with successfully shortlisted candidates for the next phase of the recruitment process within 2-4 weeks. We truly appreciate your interest and always look forward to meeting great people who’d like to work with us!